98-22749 RESO
RESOLUTION NO. 98-22749
A RESOLUTION BY THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING, RETROACTIVELY, THE FILING
OF A GRANT BY THE MIAMI BEACH POLICE DEPARTMENT, IN THE
AMOUNT OF $62,000.00, FROM THE STATE OF FLORIDA, UNDER THE 1998
DRUG CONTROL AND SYSTEM IMPROVEMENT FORMULA GRANT
PROGRAM (EDWARD BYRNE MEMORIAL STATE AND LOCAL ASSISTANCE
PROGRAM).
WHEREAS, the Miami Beach Police Department operates a Domestic Violence Unit;
and
WHEREAS, the State of Florida, under the 1998 Drug Control and System
Improvement Formula Grant Program (Edward B Memorial State and Local Assistance
Program), has funds for projects ofthis type; and
WHEREAS, the Miami Beach Police Department has filed an application with the State
of Florida for funds in the amount of $46,500.00 with the City providing a cash match of
$15,500.00 to be derived from the Police Confiscations Account; and
WHEREAS, these funds will be used to pay for the salary and benefits of one Victims
Advocate, office rental and other related office expenses (electricity, telephone, etc.) And a
desktop computer; and
WHEREAS, the application deadline was May 15, 1998. The Police Department did not
receive the application package until mid-April. In order to research, properly prepare the
grant and meet the filing deadline of May 15, 1998, the Police Department had to file the
application prior to the City Commissions's consideration of the item.
NOW, THEREFORE BE IT DUL Y RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that authorization is
granted, herein, retroactively, the filing of a grant by the Miami Beach Police Department, in
the amount of $62,000.00, from the State of Florida, under the 1998 Drug Control and System
Improvement Formula Grant Program (Edward Byrne Memorial State and Local Assistance
Program).
PASSED and ADOPTED this 20th day of May
, 199~!1I
MAYOR
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
ATTEST: ()
(\) f7 , . ~ d \f aA~
ctt~ C~~
4tL Jt!1iJL~ ~v9y'
lty Arney e
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
http:\\cI,mlaml-beach,n,ua
COMMISSION MEMORANDUM NO. 3(0 -9 ~
TO:
Mayor Neisen O. Kasdin and
Members of the City Co 'ssion
DATE: May 20, 1998
FROM:
Sergio Rodriguez
City Manager
,
SUBJECT:
A RESOL ION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING, RETROACTIVELY,
THE FILING OF A GRANT BY THE MIAMI BEACH POLICE
DEPARTMENT, IN THE AMOUNT OF $62,000.00, FROM THE STATE OF
FLORIDA, UNDER THE 1998 DRUG CONTROL AND SYSTEM
IMPROVEMENT FORMULA GRANT PROGRAM (EDWARD BYRNE
MEMORIAL STATE AND LOCAL ASSISTANCE PROGRAM).
ADMINISTRA TION RECOMMENDATION
Adopt the Resolution,
BACKGROUND
In 1994, the Miami Beach Police Department began its Domestic Violence Unit. That year, 1,255
cases of domestic abuse were reported to the Police Department. In 1995, the Police Department was
awarded a grant from the State of Florida which enabled the hiring of a Victims Advocate, Additional
grant funding has been secured since 1995 to help defray the costs of not only the salary and benefits
of the Victims Advocate, but to assist in the opening and operation of the Police Departments Victim
Help Center, located in the city's north end,
In its continuing effort to secure other funding sources, the Police Department is applying for new
funding under the 1998 Drug Control and System Improvement Formula Grant Program (Edward
Byrne Memorial State and Local Assistance Program), The Police Department applied for grant
funding in the amount of$46,500. The City will provide matching funds in the amount of$15,500,
derived from the Police Confiscations Account, for a total grant cost of $62,000.
The grant funds will be used to pay the salary and benefits of one Victims Advocate (currently funded
by an expiring grant), expenses (rent, telephone, electricity), training and a new desktop computer.
The deadline for filing the grant application was May 15, 1998, The Police Department did not
receive the grant application package until mid April. In order to conduct research and properly
prepare the grant application package, the Police Department could not present the grant application
to the Mayor and City Commission before the filing deadline, therefore, retroactive approval is
necessary,
AGENDA ITEM C ,Ie
DATE 5-LO-9~
CONCLUSION
The adopting of this Resolution will enable the Police Department to continue to provide these much
needed and valuable services to our community,
SRJRB/MWD/PS
C!!~
F:IPOLII TECHSER v\POLICIESICOM _ MEMOIB YRNEGRA.MEM
SFY 1998 Drug Control and System
Improvement Formula Grant Program
(Edward Byrne !1emonal State and Local Assistance Program)
SECTION"
SUBGRANT
APPLICATION
SFY 1998 Drug Cent/ol and S)'Stem Improvement Formula Grant Program
(Ed'Nal'd Byrne MemonaJ State and Lcc.3! ,-Js.sist.lnce Program)
This sedion to be completed by the Sub grantee:
Ccntim.:atlcn cf Pre1.1c(S Subgrant? 0 Yes 0 No
If Yes, enter State Prole::: 10 # of Pre.",cws St..;bgrant
This sedion to be completed by BCA~'
SFY 1998 DCA.. Ccntrac: Number
UnlGt..;e
p/;#:
GDA# /6.57Q
r.. i'Ja~es &. Pccres52s
I. SU!:~r"3.nt Pe'::::Jent.
: r::e:
r'\Jar:-:e cr Chler Ele:::ec: Official:
11 \ ("IY"
r-C::r~S3: 1700 Convention
leu, 5tat~. Zc Ccc:e: Mi ami
r-re~ Ccce/f=:-cne :'...0:
(305) 673- 7010
Center Drive
Beach, Fl. 33119
ISUi'\jCO~: ,'...c.:
1,~r(305fe'l73~=7096 I'...C:
-. C;-..:er=:rarc:al Ofiic~r.
jl\;ar:-:e cf Chief ,=:nanc:ai OrTic~r:
ITii!e: FinA!'1rp nirpct(Jr
r-C:CreS3: uno Convention Center Drive
Ci-rl. ST.2.:e. Zc Ccc:e: Miami Beach, Fl. 33119
Ar~a Ccc:e!l e:e:::ncre Nc: /SUNCOM No.:
( 305) 673 ~ 6461
Patricia I,.Jal ker
I.:. Q~ r""""Q;t:~,::" I~'e'
, r __ 7<;"''--'' ax , ,.ere '" .
( 3u~) 673- 7795
-. ir:-:cie::-.entinq A~enCI. (Gover:-:re:.t A...e:CI Fescorsisie fer Pr.:)iec:\
j:'Ja::-.e or G:ief =xe-:Live Cf.ic:ai: Serq i 0 Rod ri quez
, , I
j (de: Citv r1anaqer
peeress; 1700 Convention Center Drive I
Cirj, Slate, LP Ccce: r'l i ami Beach. Fl. 33119
;"rea Cace!! e:e::nore I'JC: I~' NC,"",,~t 'J I;" r. C -, N
~UI UI, I 0.: r(a30~c~7~'( ~,;e;Re?1 c:
( 3(5) 673 ~ 6637
4. ,:lrojec: Directcr and Concac: Pe:s.:n. if c:ifferent from Proje-:: DireC:ur. (::mployee ci Gcve~menLal
Imciementin~ h1eney)
Narr:e of Projed Diredor.
I rtie:
R'
Chief Of Police
11 I.
City, SLate, Z;p Ccc:e: Mi ami Beach.
Area CcdelT e:e::nore 1\;0:
(305) 673 ~ 5274
Name and Title or Contad Persorr~
Accress:
Address:
Fl. 33139
/SUNCOi'1I'Jc.: IArea Ccc:e/Fax Phcne Nc.:
( 305) 673 - 7065
Sat, Steve Jones
5139
Area Coee/f-;:>...x Phcne No.:
(305) 673 - 7864
Interne: l>cc:ress:
SFY /998 Subgr'anr A::oliafion P~e
l"l&Olication
Seaion // - P3g~ / of / 7
SF'( 1998 Drug Control and System Improvement Formula G~r,FProgram
(&Avard Byrne MemonaJ State and Local Assistance Program)
8. AdminiS"uative Data
I, Proiect Title (Not to exceed 84 characters. indudin maces).
Victims' H
enter
2. For P~~cd
-.
Pe~cd Month I Day Year
'"' July I 1 1998
cegl~r:lng
c .. June I 30 / 1999
,-nclng
3. Is the Subgrantee or the Irr.plementing Agenc( a Member or a Lsc.1 Crirr.inal JUS"Jce ,Acvisorj Cound or
Suts-~r:ce A.i::L.;se Felicj Acvisory Boar::::, Coalition, U Cound? (5e:= tf:e P-::;gGf':/ /onneunC:HT::=.'7r fer a
cesc,~ctJen ef !::eard ,,:spcnsiblrt;'es.) cn\( es :J No
C. Fiscal Da:a
I. (If ed-:er u'7an :,'":e Chief Financial Offic~r) Re'":":ft Warrant tc'
-
N/A
. . --
Note: Ir the subgrantee IS partlClpanng In the SL?:e or Fienda Cemptroller's Office electroniC
trdnsfer pro~r-am. reimbursement cannot be remitted to any ether er,t.T/.
2. Method or Payrr.ent: 0 Monthly ~ Quarterly
(It is mancatory that the met'lcd selected ce consi~ent throughout the entire grant f:ericci,)
3, Vendor #: (c:1ter Feceral Emelover Identifiativn Numi:er of SublZramee ):
I
F 59-6000372
4. SAJ'1AS # (Enter if you are a S"..ate a~ency):
I
5, \Nill the Projed eam Project Generated Income (PGI)? 0 Yes )tfNo
(See Section r", Paragraph 14 for a definition or PGI,)
6. \Nill the appliant be requesting an advance or rederal funds? 0 Yes )f No
(If Yes, a letter or request must be attached.)
SFY /998 Sut;;grant Ai;o/ication Pack.1ge
. .
.At;clication
Section 11- Page 2 of / 7
SFY /998 Drug Control and System Improvement Formula Grant Program
(Edward Byrne f1emonaJ State and Local Assistance Program)
D, Pro~m Data
Refer to the FFY 1997 BC4 Grants Management Technical Assistance Worxshop Manual, Section 5. Use
this as a guide to assist you in completing Section D,
Problem Identification, BrieRy describe a specific problem to be addressed with subgrant funds. If you are
seeking funds to continue existing project activities, your problem statement must also provide a short
summary of your current program and describe any gaps between current and desired project results.
Procrram Oescriotion. Briefly describe how project activities will address the targeted problem. Describe who
will do what. when, where and how.
SEE PAGE 2 OF INSTRUCTIONS ON ITEMS TO INCLUDE.
Start be/ow and use continuation pages as necessary.
Please See Forms Attached.
SFY /998 Subgrant kolication Pack3I!e
Ax;Iiation
Section /I - Pace J of /7
Dl. Program Data/Problem Identification- City of lVIiami Beach
Police Department Victim's Help Center
In 1994, the City of Miami Beach Police Department began its Domestic Violence Unit
which was comprised of one sergeant and one part time victim's advocate. That year, 1,255
cases of domestic violence were reported throughout the city. In 1995, the domestic violence
unit secured a VOCA Grant which enabled a second victim's advocate to be hired, In 1995,
1,064 cases of domestic violence were reported in the city, In March, 1995, the domestic
violence unit was reduced to one full time victim's advocate until, after securing a COPS Grant in
1996, \Vith these new funds, !:\vo new victim's advocates were hired in November, 1996. In
1996, there were 1,049 cases of domestic violence on Miami Beach, Further statistical review
revealed that approximately 70% of all reported domestic violence incidents over the past three
years had occurred in the north section of Miami Beach, As a result of these findings, in
January, 1997, the City of Miami Beach Police Department's Domestic Violence Unit opened
the Victims' Help Center at 6988 Indian Creek Drive located on the north end of Miami Beach.
The primary purpose for the opening of this facility was to provide the community with a watk-
in, safe haven for victims of crime, particularly the crime of domestic violence, a place to come
for immediate information and referral for services. Also, another victim's advocate was hired in
January, 1997 bringing the total number in the unit to four. Two victims advocates operated the
Victims' Help Center and the other !:\v 0 were stationed at the headquarters of the Miami Beach
Police Department in South Beach, Since its opening, the Victims' Help Center has become a
recognizable part of the north Miami Beach community. In 1997, its first full year of operation,
the victims advocates located at the Victims' Help Center recorded having handled 634 cases of
domestic violence, over !:\vo-thirds of the total of975 cases of domestic violence reported to the
police department for the entire year, An intregal part of the Victims' Help Center is the
providing of free traumatic incident reduction counseling for victims of violent crime, This
service is made available through a private counseling agency,
Unfortunately, the continuation of this project has been seriously threatened due to lack of
funding. Past funding sources have been reduced over 50% which has caused our department to
release one of its victims advocates, These services would cease to exist without this grants'
support,
D2. Program Data/Program Description - City of l\'Iiami Beach Police
Department Victims' Help Center
The Victims' Help Center is a satellite office of the Miami Beach Police Department and
serves as a catalyst for domestic violence victims and their families to receive effective legal and
social interventions, These services are implemented to insure continued support and direct
assistance as soon as possible after the crime has occurred in order to reduce further victimization
and to improve victim participation and involvement in the criminal justice process,
The mission of the Victims' Help Center is to work toward eradicating family violence in our
community, The philosophy of the Center embraces a holistic approach to dealing with the complex
crime of violence in families. We intend to meet this goal by: 1) Continuing to improve the
professional relationships with other organizations within the criminal justice system, 2) enhancing
our affiliations with community organizations, 3) increasing the number of arrests, thus improving
the success rate of victim prosecutions, 4) And persisting in educating the culturally diverse
community about the specifics regarding family violence.
The Victims' Help Center is located at 6988 Indian Creek Drive on Miami Beach. The hours
of operation are: 8am-4pm, Monday-Saturday, The primary services that the center offers to both
the community and victims of crime are:
*
Crisis Counseling
Information and Referral
Transportation
Legal Advocacy
Criminal Justice Support! Advocacy
Victims' Compensation
Shelter Referral
Group Treatment
Therapy
*
*
*
*
*
*
*
*
This unit collaborates with other agencies within the community to insure effective and
holistic intervention for victims and their families,
Year Two Planned Activities
The Center will continue to provide these necessary services to the community, Also, it is
planned that the Center expand these existing services to the intervention of the gay and lesbian and
elder communities, A computer is planned to be purchased to facilitate client tracking and case
management.
JOB DESCRIPTION: DOMESTIC VIOLENCE COORDINATOR
N~rure of \Vork
Tn~ ro!~ 0 f th~ domestic vl01e:1ce coordinator is to serve as a li.::.ison c~:-,veen t,1e 12::v
er;.force:7lenc azencv and local COITIJ.'7:uniC"/ SOC1';11 :'1:"'.<1' le'J':.l1 assist.,,.,c:,, C~ln~,~s
- - . -. -.;:: -. -. -;::.......J., to
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i\-Ius;: b~ able to effectively ce';eIop a safeLY pl2.J.'J. \viu.~ a clie:l~.
i\Iust be: able to conduct public speaking engagements for COC.u-::~llty
educar:ionJa~;v'arene:ss projects and trai.7Jings,
~.[usz be: abte: La prOvide: l"!C: clic:nt with inforwation 2.J.""1C reEe:-:-als to local
shelters, social 2.J.ld le:gal assist~"1ce prOgTaITIS,
;\Iusz be able La pro'/ice: crisis interve::r:ion 2.J.1C cO~"1sdi.""1g La V:C~.::J.s O~
domestic '\iotence and their familic:s,
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.i\lust be able: to respond \'\ic..11 officers to calls related to domestic violence to
assist in coordinating services for the victim(s) of the incident.
j\fust be able to assist law enforcement officers \vith various asnects to a
domestic violence case (i.e" referrals, shelter, counseling, victim impact statement.)
.,.
Education and Experience
The domestic violence coordinator must have graduated from a four year university.
~!asters Degree preferred. Background in social work, mental health counseling,
child development and/or criminal justice is preferred,
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SF'( 1998 Drug Control and System Improvement Formula Grant Program
(Ed'Nard Byrne Memon'a/ State and Local Assistance Program)
E, Pro~m Obiectives and Performance Measures
Complete uniform program objectives and performance measures (found in Acoendix V ) for the federally
authorized program area you want to implement. Your application is not complete without them and an
incomplete appliation will not be considerc::d for subgrant funding.
If the program area you selected does not have uniform program objectives pubiished in this document or
if you cannot relate your objectives to those stated, contact Tom Bishop at 904/488-80 I 6 for further
instruc~ons, DO NOT mix objectives from different Program Areas.
Sort be/ow and use contiruation pages as necessary.
Please see attached copy.
SFY /998 Subgr4nt,App/iCItion Package
App/iCItion
Section II - P2ge 5 of /1
E, Program Objectives and Performance Measures - City of Miami Beach
Police Department Victims' Help Center
18,l,A To provide 75 families (victims and/or children) intake and screening
services during the grant period.
18,5,A To provide 100 families(victims and/or children) with case management during
the grant period.
18,6,A To provide 100 families ( victims and/or children) with crisis counseling
during the grant period,
18.7,B To refer 50 victims to agencies that provide court liaison services during the grant period.
18,14,0 To provide 2010ne -hour goup counseling sessions (for victims of domestic
violence)during the grant period.
PERFORlvlANCE l\tlEASUREMENTS
*
Review police reports and follow-up documents, case records, referral documents,
counseling, etc,
*
Review attendance records and/or sign-in logs.
*
On-site monitoring
*
Review copies of invoices for materials purchased, payroll records, etc.
SFY 1998 Drug Control and System Improvement Formula Grant Program
(&fward Byrne Memorial State and L0G3/ A.s.si.st3nce Program)
F, Proiect Budl1et Narrative
You must describe line items for each applicable Budget Category for which you are requesting subgrant
funding. Provide sufficient detail to show cost relationships to project activities, In addition, describe specific
sources of matching funds.
Start be/ow and use continuation pages as necessary.
Please See Copy Attached.
SFY /998 Subgrant.App/ication Pacla1g~
~C3tjon
S~ction II - Pag~ 6 of /7
F. Project Budget Narrative
1. Salary: ....................................................................................... 30,000.00
These funds will be used to pay the annual salary
for one (1) Domestic Violence Coordinator (Victim's Advocate),
2. Ben efi ts: ...................................................................................... 6,900. 00
These funds will be used to pay the annual employee benefits
(RetiremenUPension=17%, Life & Health Insurance=5%,
Workman's Compensation=l %)
3. Expenses: ...................................................................................25, 100.00
These funds will be used to pay for the following costs for
one (1) year:
* Administrative Costs......,........,............ ......,16,560.00
Telephone.. .."."...,..".....,.,.."",.,.,..,...,..1,200,00
Rent............,' ....,,'., ..,......,..,."....."...., ,12,000, 00
E lectrici ty..,.,..,...""".,.",.".....,....,.",.,..3, 000,00
Internet..,.",."".",."""..,.".,.,..,.,.,."."",.. ,3 60,00
*Training and Registration Fees......,.......,........4,200.00
NOVA D,V, Training, Orlando, Fl. 8/98.....,...,1,250,00
Nat'l Conf. On D,V" Dallas, Tx" 10/98.......,.., 2,000.00
Victim Practioner Training, Ft. Laud" 11/98....,..125,00
Fla. Coalition Against D.V, Annual Conf., 1/99..825,00
*Miscellaneous Program Materials (Books, phamplets,
infonnational and resource materials.)......,........800.00
*Postage....., ,...,....... ....,.....,....... ,.",.."........, ........250.00
*Office Supplies........"..",..,...,...,..,."......."..,..., ..290.00
4. Operating Capital Outlay: Computer.............,.......,....,................. ..,3,000.00
5.
Indirect Costs:
o
6. Total Projected C os ts....................................................................... 62, 000. 00
Automated Data Processing (ADP) Equipment Form
SF'(" 1998 Drug Control and System Improverrent Formula Grant Program
(Edward Byrne t1emodal St4te and Local Assistance Program)
G, P' B d S h
rOlect u 1get c edule
The Project Budget Schedule includes six Budget Categories (Salaries and Benefits, Contractual Services,
Exp:r,ses. Op:rating Capital Outlay (OCO), Data Processing Services, and Indirect Cos+..s) and T etal Project
CoS"..s, T etal Local Match must I::e a minimum ons % of the Total Budget.
Type or Print Dollar Ameunts Only in Applicable Categories and Leave Others Blank.
Budget Categerj Fec:er:ll Match Total
S2.i2.~es ,!.one cere::-c:; 27,573 c ??c:: 36,900.00
.... ) '- --......
COr.~.~C:Ll2J Se:/ic:s SO SO SO
t::<pe r;ses 16,575 5 ,525 22,100
C::e~tjng Capiui OL.t!ay 2,250 750 3,000
Data Fr::cessing SO SO SO
ineire-::: Cos-.s
SO $0 SO
T ctals 46,500.00 15,500.00 62,000.00
P1ease see attached copy.
SF'( /998 Sui)grant.App/lCrtion Pacbge
, ."
;Appliczticn
5<<tJon 1/ - Page 7 of /7
Srr 1998 Drug Control and System Improvement Formula Grant Program
(Ed'MJrd Byrne Memorial State and Local Assistance Program)
H, Acceotance and AQreement
AJI persons involved in or having administrative responsibility for the subgrant must read these ",Acceptance
and Agreerrent" conditions. This "Acceptance and Agreement" (Section H) must be returned as
part of the completed application,
Note Condition No, 13: Only project costs incurred on or after the effective date of this
agreement and on or prior to the termination date of a recipient's project are eligible for
reimbursement.
Conditions of ,Agreement, Uocn approvai of this subgrant, the approved application and the following terms
of conditions will become binding. Non-compliance will result in project COS+t.S being disallowed,
The term "deDartment", unleS3 othe;Nise S"<...1ted, rete;:; to the Oepar:ment cr Community ,AJfairs. The
oS I, I ,. ~,- 'co f C ., ~
term ureau, un ess otnerNlse S"ca.tec, rerer.; to tne ::ure3.c..: 0 ommunlty ,"-53 I s-...an ce ,
The term "subgrant recipient" refers to t':e goveming !::cdy of a dy or a c:::>unty or an Indian Trice which
~erforms criminal justice functions as determined by the U.S. Secretary of the Interior, and includes an
'implementing agency' which is a suoordinate agency of a city, county or Indian Trice, or an agency under
the direction of an erected official (for example, Sheriff or Clerk of the Court).
I. Reports
a, Project Performance P.e po rts:
The recipient shall sutmit department Quarterfy Project Performance Reports to the bureau by
FebrlJary I, May I, August I, and within forty-five (45) days after the subgrant termination cate.
The recipient shall submit an .,Arml..la! Preject Performance Report. for the 'cnglna/"project period. This
report shall be submitted to the bureau within forty-five (45) days after the end of the original project
period. The 'ongrnal"project pericd is generally for t\Nelve (12) months.
In addition, if the subgrant award period is extended beyond the "original" project pericd. additional
Quarterfy Project Performance Reports shall be submitted as well as a Final Project Performance
Report Tne latter rePJrc shall cover the entire time frame of project activrties and is due within forty-
five (45) days after the end of the extended period.
b, Financial Re~ri..S:
The recipient shall have a choice of submitting eit,:er Monthly or Quarteriy Finane/al Oairn Reporrs
[DC4-Q Form-3..A-G)Jto the bureau, Monthly Reimbursement Claims (1-1 I) are due thirty-
one (3 f) days after the end of the reporting period, Quarterly Reimbursement Claims
(1-3) are due thirty-one (3 I) days after the end of the reporting period, A final Financial
Oairn Report and a Cnrntnal justice Contract (Finane/al) Closeout Package shall be submitted to the
bureau within forty-five (45) days of the subgrant termination period. Such claim shall be distinctly
identified as "final".
Before the "final" claim will be processed, the recipient must submit to the department all outstanding
project reports and must have satisfied all special ondrtions, Failure to comply with the above
provisions shall resurt in forfeiture of reimbursement.
The recipient shall submit department Ouarterly Project Generatec Income Reporrsto the bu.real! by
February I, May I, August I, and within forty-five (45) days after the subgrant terminatIon
date covering subgrant project gererated income and expendrtures during the previous quarter. (See
Paragraph 14. Program Income.)
SFY 1998 SubgT7nt.Appliation Pacbge
.Appliation
Section II - Page 8 of I 7
SF'( 1998 Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
c, Other Reports:
The recipient shall submit other reports as may be reasonably required by the bureau. All required
reports, instructions, and forms shall be distributed with the subgrant award.
2. Fiscal Control and Fund Accounting Procedures
The recipient shall es"uablish fiscal control and fund accounting procedures that assure proper disbursement
and accounting of subgrant funds and required non-feceraJ exp:ncrtures. All funds spent on this project shall
be disbursed according to provisions of the project budget as approved by the bureau.
,All expenditures and cost accounting of funds shall conform to Office cf Justice Programs' Financial Guide,
U.S. Department of Justice Common Rule for State and Local Govemments. and in federal Office of .
Management and Budget's (0118 's) Circulars A-2 I, A-8?, and A- I 10, in their entirety).
All funds not spent according to this agreement shall be subject to repayment by the recipient,
3. Compliance with "Consultants Competitive Negotiation Act"
The recipient, when applicable. agrees to satisft all requirements provided in Section 287.055, For/da
Sotutes, known as the "Consultants Competitive Negotiation Act'~
4. Approval of Consuttant Contracts
The departrnent shall review and approve in writing all consultant contraC"..s prior to employment of a
consultant. Approval shall be based upon the contract's compliance with requirements found in the Office
of Justice Programs' Financial GUIde. U,S, Department of Justice's Common Rule for State and Local
C-ovemmems, and in applicable state statutes. The department's approval of the recipient agreement does
not constitute approval of consultant contracts.
5. Allowable Cos"..s
Allowance for costs incurred under the subgrant shall be determined according to "General Principles of
Allowability and Standards for Selected Cost Items" set forth in the Office of Justice Programs' Financial
Guide, U,S, Department of Justice's Common Rule for State And Local Govemmentsand federal OMS's
Grcular No. A-87. "Cost Principles for State and Local Govemments". or OMB's Circular No. A-2 I, "Cost
Principles for Educationallns"..itutions".
All procedures employed in the use of federal funds to procure services. supplies or equipment, shall be
according to U,S. DepartlTent of Justice's Common Rule for State and Local Govemments, or At-uachment
"a" of OMB's Grcular No. A- / 10 and Rorida Law to be eligible for reimbursement.
6. Travel
,AJI travel reimbursement for out-of-state or out-of-grant-specified work area shall be based upon written
approval of the department prior to commencement of actual travel.
The cost of all travel shall be reimbursed according to local regulations, but not in excess of provisions in
Section 112.061, Ronda Statutes.
All bills for any travel expenses shall be submitted according to provisions in Section 112,061, Ronda
Statutes.
7. Written Approval of Changes in this Approved Agreement
Recipients shall obtain approval from the department for major changes. These include, but are notlimrted
to:
a. Changes in project activities. designs or research plans set forth in the approved agreement;
SFY /998 Subgranr ~C3tion Pacbge
-AppIicztion
Section /I - Page 9 of /7
SFY 1998 Drug Control and System Improvement Formula Grant Program
(Edvvard Byrne Memorial State and Loc.3/ Assis-..ance P~ogram)
b, Budget deviations that do not meet the following criterion. That is, a recipient may transfer funds
between budget categories as long as the total amount of transfer (increase or decrease) does not
exceed ten (I 0) ~rcent of the total approved budget category and the transfer is made to an approved
budget line item; or,
c. Transfers of funds above the ten (10) percent cap shall be made only if a revisec budget is approved
by the department.
d. Under no circumS"'cances can transfers of funds inc:-ease the total budgeted awa..-d. Transfers do not
allow for irxreasing the quantitative number of items documented in any appro'-ed budget line item,
(For example. equiprrent items in Operating Capital Outlay or Expense categor.es or S"'13ff positions in
t"1e Salaries and Benefrts category.)
8. Reimbursement Subject to Available Funds
The obligation of the State of Horida to reimburse recipients for incurred cos-cs is subject to available fec:eral
Anti-Drug Abuse Act funes.
9. Advance Funding
Advance fUnding is authorized up to twenty-five (25) percent of the federal award for eac:, project according
to Seerion 216,181 (14)(b) Ronda Statutes (1991) the Office of Justice Programs' Financial GUide, U.S.
Department of Justice's Common Rule for State and Local Govemments, Advance funding shall be
provided to a recipient upon a written request to the department justifting the need fer such funds, This
request, including the justification, shall be enclosed with the subgrant application.
10. Commencement of Project
If a project has not begun within sixty (60) days after acceptance of the subgrant awar-::, the recipient shall
send a !etterto tJ-,e bureau indicating steps to inrtiate the project, reasons for delay and request an expected
project s"carting cate.
If a project has net l:egun within ninety (90) days after acceptance of the subgrant award, the recipient shall
send another le~erto the bureau. again explaining reasons for delay and request another revised project
starting date.
Uf:On receipt oftl;e ninet;'(90) dayletter, the deparunent shall determine if the reason for delay is justified
or shall. at its ciscretion, unilaterally terminate this agreement and reobligate subgrant funds to other
department approved projects, The department, where warranted by extenuating circumstances, may
extend the starjng date of the project past the ninety (90) day period, but only by formal written
amendmentto t1is agreement.
I I, Extension of a Contract for Contractual Services
Extension of a contract for contractual services between the recipient and a contracter (which includes all
project budget categories) shall be in writing for a period notto exceed six (6) months and is subject to the
same terms and condrtions set forth in the initial contract, Only one extension of t1e contract shall be
acceptable, unless failure to complete the contract is due to events l:eyond the control of the contractor.
12, Excusable Delays
Except with respEct to defaults of consuh:ants, the recipient shall not I:e in default by reason of any failure
in performance of this agreement according to its terms (including any failure by the recipient to make
progress in the execution of work hereunder which endangers such performance) if such failure arises out
of causes beyond the control and without the fault or negligence of the recipient. Such causes include but
are not limited to acts of God or of the public enemy, acts of the government in either its sovereign or
contractual capacity, fires. Roods, epidemics, quarantine restrictions, s"uikes, freight embargoes, and unusually
severe weather, but in every case the failure to perform shall be beyond the control and without the fault
or negligence of the recipient.
SFY /998 Subgrant,Appliation PadaJge
,Appliation
Section // - Page /0 of /7
SF'! 1998 Drug Control and System Improvement Formula Grant Program
(Edvvard Byrne Memoria! State and Local Assistance Program)
If failure to perform is caused by failure of a consultant to perform or make progress, and if such failure arises
out of causes beyond the control of recipient and consultant, and without fautt or negligence of either of
them, the recipient shall not be deemed in defautt, unless:
a. Supplies or services to be fumished by the consultant were obtainable from other sources,
b. The department ordered the recipient in writing to procure such supplies or services from other
sources, and
c. The recipient failed to reasonably comply with such oreer.
Upon request of the recipient, the department shall ascercain the facts and the extent of such failure,
and if the department determines that any failure to perform was occasioned by one or more said.
caL.;ses, the delivery schedule shall be revised accordingly.
I 3. Obligation of Recipient Funds
Recipient funds shall not under any circums-cances be obligated prior to the effective date or subsequent to
the termination date of the grant pericd. Only project costs incurred on or after the effective date
and on or prior to the termination date of the recipient's project are eligible for
reimbursement. A cost is incurred when the recipient's employee or consurtant F€rforms required
services, or when the recipient receives goods. notwiths-..anding the date of order.
14, Program Income (also known as Project Generated Income)
Program income meansthe gross income earned by the recipient during the subgrant F€riod, as a direct
resutt of the subgrant av.rard, Program income shall be handled according to the Office of Justice Programs'
Financial Guice, U,5, De;::artrrent of Justice's Common Rule for State and Local Govemment, Reference:
The Cash Management Improvement Act of I 990).
15. Performance of Agreement Provisions
In the event of default. non-<:ompliance or violation of any provision of this agreement by the recipient, the
recipient's consultants and suppliers, or both, the department shall impose sanctions it deems appropriate
induding withholding payments and cancellation, termination or susF€nsion of the agreement in whole or
in part In such event the department shall notify the recipient of its decision thirty (30) days in advance of
the effective date of such sanction, The recipient shall be paid only for those services satisfactorily
F€rformed prior to the effective date of such sanction,
16, A::cess To Records
The Department of Community Nfajrs; the U ,5, Department of Justice, Office of Justice Programs, Bureau
of Justice Assistance; and, the Audrtor General of the State of Rorida, the U,S, Comptroller General or any
of their culy authorized representatives, shall have access to books, documents, papers and records of the
recipient, implementing agency and contractors for the purpose of audit and examination according to the
Office of Justice Programs' Financial Guide, U,S, Department of Justice's Common Ri..tle for State and Local
Govemment
The department reserves the right to unilaterally terminate this agreement if the recipient. implementing
agency or contractor refuses to allow public access to all documents, papers, letters. or other materials
subject to provisions of Chapter 119, Ronda Statutes. and made or received by the recipient or rts
contractor in conjunction with this agreement.
17. Audit
a, The recipient shall provide to the department one copy of an annual audit conducted in compliance
with The Single Au&t Act of I 984, p.L. 98-502, The audit shall be performed in accordance with the
federal OMB's Ci-cular A- 128 and other applicable federal law, The contract for this 2greement shall
be iCentmed 'Nith the subject audit in The Schedule of Fedef7!11 Financial Assistance. The contract shall
be icentmed as feceraJ funds passed-through the Rorida Department of Community Affairs and include
SFY /998 Subgrant ,AppliC3tion PackJge
,Application
Section II - Page / / of / 7
SFY 1998 Drug Control and System Improvement Formula Grant Program
(EdlN3l'd Byrne Memorial State and Local Assistance Program)
the contract number, CFDA number, award amount. contract period, funds received and disbursed.
\;\/hen a~~licable, the recipient shall submit an annual financial audit which meets the requirements of
Sections I 1,45 and 2 16,349, Florida Statutes; and, Chapters 10.550 and 10.600, Rules of the Florida
Auditor General.
b. A complete audit report which cover.; any portion of the effective dates or this agreement must C€
submitted within 30 days after rts completion, but no later than se'/en (7) months after the audit period.
In oreerto C€ complete, the submitted report shall include any management letters issued separately
and rr.anagement's written response to allf:ndings, both audit report and management letter findings,
Incc::mpiete audit reports will not be accepted by the department anc will be returned to the recipient.
c. The recipient shail have all audits completed by an independent public accountant (IPA). The IPA shall
be either a Certified Public ,Ac::ountant or a Licensed Public Accountant.
d. T~e reccient shall:ake ac~ro~ria.te c::xrecJve action within six (6) months of the issue date of the aucft
repcrt in ins"cances of noncom~liance with federal laws and reg'Jlations,
e. The recipient shall ensure that audit working papers are made available to the department, or f"<..S
cesig'lee, upon rec;uest for a period of five (5) years from the date the a:Jcit report is issued, unless
extended in writing by the department.
f, If this agreement is dosed out without an audit, the department reserves the right to recover any
disallowed coS'",s icentified in an audit completed after such closeout.
g. The completed audit reports should be sent to the following address:
Office of Audit Services
2555 Shumard Oak Boulevard
Sadowski Building
Tallahassee, Florida 32399-2100
I 8. Proce~ures for Claim Reimbursement
All claims for reimbursement or recipient cOs"<..S shall be submitted on the DCA-q Form J(A-Clj,
Revised 09;96, prescribed and provided by the bureau. A recipient shall submit either monthly or
quarterly claims in orcerto report current project costs.
All claims for reimbursement shall be submitted in sufficient detail for proper pre-audit and post-audrt,
19. Retention of Records
The recipient shail maintain all records and documents for a minimum of three (3) years from the date of
the final financiaJ staterrent and be available for audrt and public disclosure upon request of duly authorized
persons,
20, Ownership of Data and Creative Material
Ownership of rr.aterial, discoveries, inventions, and results developed, produced, or discovered subordinate
to this agreement is govemed by the terms of the Office of Justice Programs' Financial Guide,. U.S,
Department of Jus"~ce's Common Rule for State and Local Government) or the federal OMS's Grcular
A- I 10, Attachment N, Paragraph Eight (8).
2 I. Property .Accountability
The recipient agrees to use all non-expendable property for criminal justice purposes during its useful life
or request deparilT1ent disposition,
The reciFient shail establish and administer a system to protect. preserve, use, maintain and dispose of any
property furnished to rt by the department or purchased pursuant to this agreement according to federal
property management s"candards set forth in the Office of justice Programs' Financial Guide, U,S,
SFY /998 Subgrant.A;:p/iGtion P~e
Appliation
Section /I - Page /2 of / 7
SFY 1998 Drug Control and S }'Stem Improvement Formula Grant Program
(EdlNard Byrne Memon'al State and Local Assistance Program)
Department of Justice's Common Rule for Sote and Local Govemment) or the federal OMB's Grcular
A-I 10, Attachment N This obligation continues as long as the recipient retains the property,
notwiths+canding expiration of this agreement.
22. Disputes and Appeals
The department shall make its decision in writing when responding to any disputes, disagreements or
questions of faG: arising under this agreement and shall distribute its response to all concemed parties, The
recipient shall proceed diligently with the performance of this agreement according to the department's
decision,
If the recipient appeals the department's decision. it shall c€ made in writing within tlNenty-one (2 I)
calendar days~o the secretarl of the de;::artmem, whose decision is final.
If the recipient appeals the cepartment's decision, it also shall be made in writing within tvventy-one (2 I)
calendar days to the department's clerk (agency clerk). The recipient's right to appeal the department's
decision is c::lntained in Chapter 120. Rcnca SC3tl...tes. and in procedures set forch in Rule 28-5.20 I,
Ronca ,Adminis-uative Code, Failure to appeal within this time frame constitutes a waiver of proceedings
under Chapter 120. Ronda Sotutes.
23. Conferences and Inspection of Work
Conferences may be held at the requesc of any party to this agreement. At any time, a representative of
the bureau, of. the U,S, Department of Justice's Bureau of Juscice Assis+uance or both have the privilege of
visiting the project site to monitor, inspect and assess work p€rformed under this agr-eement.
24. Publication or Printing of Reports
a. Before publication or printing. a final draft of any report required under or pertaining to this agreement
shall b€ sent to the bureau for its review and comment.
b. Publications or printed reports covered under a. above shall include the following s"uatements on the
cove r page:
( I) "This report was prepared for the Florida Department of Community Affairs, James F, Murley,
Secretary, in cooperation with the U.S. Department of Justice, Bureau of Justice Assistance," The
next printed line shall identifY the month and year the report was published.
(2) "This program INaS supp:xted by grant # awarded to the Department
of Community Affairs, State of Florida. and by the Bureau of Justice Assistance (BJA). Office of
Justice Programs (OJP). U,S, Department of justice. The BjA is a component of OJP which also
includes the Bureau of justice Statistics, National Institute of Justice, Office of Juvenile Justice and
Delinquency Prevention, and the Office for Victims of Crime."
(3) .Points of view, opinions, and conclusions expressed in this report are those of the recipient and
do not necessarily represent the official position or policies of the State of Rorida Department of
Community Affairs, the U.S. Depar..ment of Justice. Office of Justice Programs, or ~ny other agency
of the s"cate or federal govemment.
25. Equal Employment Opportunity (EEO)
No person, on the grounds of race. creed, color or national origin shall be excluded from participation in.
be refused benefits of, or other.vise subjected to discrimination under grants awarded pursuant to Pub!~
Law 89-564, Non-Discninination Requirements of the Anti-Drug Abuse Act of I 988,' Title IV of the 0vll
Rights Act of 1964,' Section 504 of the RehabIlitation Act of 1973 as amended; Title IX of the Educattf?n
,Amendments of I 972: The -1?= Discninination.Act of 1975; and, Department cfJustice Non-Discnininatton
Regulattons 28 CFR Part 42, Subparts c: D. E. F, G and H.
SFY 1998 Subgrant Application Pacbge
,Application
Section II - Page I J of I 7
SFY 1998 Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Pmgram)
The recipient and a criminal justice agency that is the implementing agency agree to certify that they either
do or do not meet EEO program criteria as set forth in Section 501 of The Federal Ommbus Cnme Control
and Safe Streets Act of 1968 as amended and that they have or have not formulated. implemented and
maintained a current EEO Program. Submission of this certification is a prerequisite to entering into
this agreement This certification is a material representation of fact upon which reliance was placed when
this agreement was made. If the recipient or implementing agencj meet Act criteria but have not
formulated, implemented and maint.J.ined such a current written EEO Program, they have 120 days after
the date this agreement was made to comply with the Act or face loss of federal funds subject to the
sanctions in the Justice System Improvement Act of 1979, Pub. L. 96-157, 42 use 3701, et seq.
(Reference SectJon 803 (a) of tl:e.A.ct. 42 use 3783 (a) and CFR Sect'on 42,207 Compliance
Information).
Any state agenCj, county or 6ty receiving $500.000 or more in federal AnD-Drug ,Abuse Act funds shall
submit their equal empio~ent opfXrtunity :;::Ian, and/or the most recent update, wrth t"eir application, for
submittal to the U.S, Department of Justice, Bureau of Justice Assistance for approval.
26, Americans with Disabilities Ac: 1990
St..;bgrantees must comply with the requirer.-:ents of the Americans with Disabilities Ac: (ADA), Public Law
101-336, whic., prohibits discrimination by public and private entities on the basis of Gisability and requires
certain accommodations I:e rrace wr-J-J regard to employment (TftJe I), state and local govemment services
and transportation (Title II), public ac:ommocations (Title III). and telecommunications (Title IV).
27, Crimina/Intelligence System
The purpose of the feceral regulation published in 28 cm Part 23 - Cnminal Intelligence Systems Operating
Policies is to assure that recipients of federal funds for the cnncical ouroose of operating a criminal
intelligence system under the Omnibus Cnme Control and Safe Streets Act of 1968,42 u.se 3701, et
seq., as amended (Pub, L. 90-351, as amended by Pub, L 93-83, Pub, L 93-415, Pub. L 94-430, Pub.
L 94-503, Pub. L. 95-1 IS, and Pub. L. 96-157), use those funds in conformance with the privacy and
cons"Jtutiona/ rights of individuals,
The recipient and a criminal justice ag,=ncy that is the implementing agency agree to cerJfy that they operate
a criminal intelligence system in accordance with Sections B02(a) and 8 18(c) of the Ommbus Cnme Control
ar.d Safe Srreets.Act of I 968 as amended and comply with criteria as set forth in 28 CFR Part 23 - Cnminal
Intelligence Systems Operating Policies and in the Bureau of Justice Assis"..ance's Formula Grant Program
Guidance, Submission of this certification is a prerequisite to entering into this agreement,
This certification is a material representation of fact upon which reliance was placed when this agreement
IN2S made. If the recipient or criminal justice agency op€rates a criminal intelligence system and does not
meet Act and federal regulation criteria, they must indicate when they plan to come. into c,?mpliance.
Federal law requires a subgrant-funded criminal intelligence system project to be in comphance with the Act
and federal regulation pnor to the award of federal funds. The recipient is responsible for the continued
adherence to the regulation goveming the op€ration of the system or faces the loss of federal funds, The
department's approval of the recipient agreement does not cons"JtlIte approval of the subgrant funded
development or op€ration of a criminal intelligence system,
28, Non-Procurement, Debarment and Suspension
The recipient agrees to comply with Executive Order 12549, Debarment and SuspenSion (34 CFR. Part
85, Seeton 85,5 I 0, Participants ResponSIbilities). These procedures require the recipient to certify it shall
not enter into any lower tiered covered transaction with a p€rson who is debarred. susp€nded. declared
ineligible or is voluntarily excluded from participating in this covered transaction, unless authorized by the
department.
29. Payment Contingent on Appropriation
'The State of Rorida's performance and obligation to pay under this agreement is contingent upon an annual
appropriation by the Rorida Legislature, .
SF!' /998 Subgrant Appliation Pilcbge
Appliation
Section 1/ - Page 14 of 17
SFY 1998 Drug Control and System Improvement Formula Grant Program
(Edward Byrne l'1emonaJ State and Local Assistance Program)
30, Federal Restrictions on Lobbying
The recipient agrees to comply with Section) 19 of Public Law 101-121 set forth in "New Restrictions on
Lobbying: Interim Final Rule, "published in the February 26, 1990, Federal Register.
Each p:Gon shall file the most current edition of this Certification And Disclosure Fcr;n, if applicable, with
each submission that initiates agencl c~nsideration of such peGon for avvard of federal contract. grant. or
coop:rative agreement of$/ 00,000 or more; or federal loan of $150,000 or more.
This cer-ification is a material representation of fact upon which reliance was placed when this agreerr:ent
was made. Submission of this certification is a prerequisite to entering into this agreement subject to
conditions and !=€naities imposed by Section 1)52, Title) I, United States Code. I\ny p:Gon who fails to
file the required certification is subject to a civil penalty of not less than $1 o,oeo and not rr:ore than
$1 OO,OCO for each failure to file.
The undeGigned certifies, to the best of his or her knowledge and belief, that:
a. No federally appropriated funds have been paid or shall be paid to any p:Gon for influencing or
attempti'lg to influence an officer or employee of any federal agency, a member of mngress, an officer
or employee of congress, or an employee of a member of congress in connection with the awarding
of any federal loan, the entering into of any renewal, amendment, or modification of any federal
contract, grant, loan or coop:rative agreement.
b. If any non-feceral funds have been paid or shall be paid to any peGon for influencing or attempting to
influence an officer or employee of congress, or an employee of a member of congress in connec:ion
with this-federal contract, grant loan, or cooperative agreement, the undersigned shall complete and
submit the s--..andard form, Disclosure of Lobbvin~ Activities, according to its instructions.
c, The undeGigr;ed shall require that the language of this certification be induded in award documents for
all subgrant awards at all tiers and that all subgrant recipients shall certify- and disclose accordingiy,
3 I, State Restrictions on Lobbying
In addition to the provisions contained in Paragraph 30 of Section H, Acceptance and Agreement. the
expenditure of funds for the purpose of lobbying the legislature or a S--..ate agency is prohibited under this
contract,
32, Statement of Federal Funding Percentage and Dollar Amount
When issuing s"..atements, press releases, requests for proposals, bid solidtations, and other documents
describing projec-.s or programs funded in whole or in part with federal funds, all grantees and recipients
receiving these federal funds, including but not limited to state and local govemments, shall clearly state:
a, The p:rcentage of the total cost of the program or project that shall be financed with federal funds, and
b, The dollar amount of federal funds to be expended on the project or program.
33. Project Closeout
Project funds wnich have been properly obligated by the end of the subgrant funding period will have 90
days in which to be liquidated (expended). I\ny funds not liquidated at the end of the 90-dayperiod will
lapse and revert to the department. Asubgrant funded project will notbe dosed out until the recipient has
satisfied all closeout requirements in one nnalsubgrant closeout package.
34. Background Check
tt ts strongly recommended that all programs targeting juveniles, implemented by other than a swom law
enforcerrent officer or program licensed by the Department of Heatth and Rehabilitative Se.rvices, condue
background checks on all peGonnel providing direct services, .
SFY /998 S{Jbgrant~p/iation Package
AppIiC3tion
Section II - Page IS of I 7
SF'( 1998 Drug Control and System Improvement Formula Grant Program
(Edward Byrne t1emonaJ State and Local Assistance Program)
35. Immigration and Nationality Ad.
No public funds will intentionally be a'Narded to any contractor who knowingly employs unauthorized alien
workers, constituting a violation of the employment provisions contained in 8 USe. Section I 324aCe),
Section 274,A{e) of the Immigration and Nationality Ad. C"INA"), The Department shall consider the
employment by any contractor of unauthorized aliens a violation of Section 274,A{e) of the INA Such
violation by the subgrant recipient of the employment provisions contained in Section 274,A{e) of the INA
shall be grounds for unilateral cancellation of this contract by the Department,
SFY /998 Sl.Ibgrilnt ~iation Pacbge
Application
Section /I - Page /6 of /7
SFY 1998 Drug Control and System Improvement Formula Grant Program
(Edward Byrne MemonaJ State and Local Assistance Program)
I.
In witness whereof, the parties affirm they each bve read and agree to conditions set forth in this agreement,
have read and understand the agreement in its entiret;-r and have executed this agreement by their duly
authorized officers on the date, month and year set Out below.
Corrections including stnkeovers, whtfeouts, etc., on this page are not acceptable,
State 0( Florida
Department of Community Affairs
Bureau of Community Assistance
8y:
Type Name and Title:
Date:
Sl1bgrant Recipient
. Authorizing OffIcial of Governmental Unit
(Commission Chairman, Mayor, or Designated Representative)
.;
8y:
Date:
~iay
1998
Sergio Rodriguez, City Manager
FEID Number: F59-6000372
Implementing Agency
Official, Administrator or Designated Representative
8y: V.Q \L '>- c-. _
Type Name and Title:
Date: ~Iay 11, 1998
Richard Barreto, Chief of Police
SFY /998 SlJbgrant;4ppliation Pacbge
Application
Section II - Page 17 of 17
Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memonal State and Local Assistance Program)
Automated Data Processing (ADP) Equipment Form
Authorized Official for Subgrant Recipient
Type Name:
Richard Barreto
Type TrtJe:
Chief Of Police
Signature:
Telephone Number. (305) 673-5274
Date:
J -{I'~~
Information must be proV1Ged to adequately respond to all applicable issues listed belov.r.
I. A description of the AOP hardware and/or software you plan to purchase, including:
PLEASE SEE COpy ATTACHED.
A Number of units and projected cost of each;
B. Equipment specifications including disk drive storage space, amount of random access
memory, microprocessor size and speed, and any other pertinent system specifications.
If a network is purchased, specify the type of file server, hub/routers, network cards,
network wiring and installation coS".s, If a printer is purchased, indicate the type of printer including
brand, mocel, dot matrix, laser, type of print (black or color), additional memory, and font
cartridges,
C. A brief description of how the proposed equipment will be used to further grant objectives.
2, Certift that AOP hardware and soft-Nare procurement complies with existing federal, state, and Ioca/laws
and regulations. Attach a copy of your current procurement procedures.
3, If AOP hardware will be purchased, describe the results of your lease/purchase analysis and explain the
advantage of purchase over lease,
4, If AOP software will be developed, expiai~ why already produced and available software will not meet
the needs of this subgrant.
5. If your purchase of AOP hardware, softvvare or combination thereof will be from a sole source and is
$/00,000 or more, complete a Sole Source lustification Form and at".acn it. (Appendix II),
NO TE:
PLEASE SEE COPY ATTACHED.
For all proposed AD? purchases, an AD? Equipment Form must be completed
and submitted to the Department of Community Affairs for approval.
SFY / 998 Su~t ko/iation P3ck3~e
AJ./tamated Data Processi~ Form
,Ap~n<f1X 1/1- Page 1 of2
Automated Data Processing (ADP) Equipment Form
1. A description of the ADP hardware and/or software you plan to purchase, including:
A. Number of units and projected cost of each;
B. Equipment specifications.
One (1) computer is planned to be purchased at an estimated cost of$3,000,OO. We will
use software purchased with the computer and/or other software owned by the city,
The specifications of the computer are: One( I) Pentium II Processor, Model 6266X/3200/
270680-003, 3.2GB, 512K Secondary Cache, Intelligent Manageability, Matrox MGAI064/SG
Graphics, SMART II Ultra ATA Hard Drive, Infrared Support, NeteIligent 101100 TX
Embedded UTP, MS Windows NT 4,0, Mouse, 15" Monitor, Internal24X CD-Rom, Enhanced
Business Pro Audio, MS Office 97 and On Site Warranty,
needs,
C. This computer will be used primarily for case management and other project
2. Please see attached copy City of Miami Beach Purchasing Manual.
3. Purchase of this computer will be made under the State of Florida Purchasing
Contract.
4. N/A
5. N/A
Drug Control and System Improvement Formula Grant Program
EEO Certjflcation Letter - Subgrant Recipient
Mr. Clayton H, Wlce:
Community Program Administrator
Bureau or Community Assistance
De,~c~7Ient or Community Affairs
2555 Shumarc Oak Soulevard
Ta!12n255e'2, Fiorid2 32399-2100
~e: Compliance with Equal Employment Opportunity (cEO) Program
~equire:iient3 -- Subgram Recipient
Dear Mr. 'vVilcer:
I, ti",e undersigned atru10rized official, certiry that according to Seer/on 50/ of the Ommbt..:s Crime
Contrcl and Safe Srree=s Acrof /968 as amended, that. . . (Initial one of the following):
SL.:cgrant recipient ~Does meet Act criteria,
_Dces not meet Ac. criteria,
I cffirm that I have read t1e Ace criteria set foru1 in the Subcrant Aoolication Instructions.
.
unce:s;:;.r.d that if the subgram recipient meetS t1ese criteria, it must formulate, implement and maintain
a written Ef:O Program relating to employment practices affecting minorfty persons and women. I also
affirm tj~,a: the subgrar:t recipient. . . (Initial one of the following):
~Has a currentEEO Program Plan.
_Dces nothave a current EEO Program Plan,
I fi...:ru1er affirm t1at if the recipient meets'the Act criteria and dces not have a current written EEO
Program, federaJ/aw requires it to formulate, implement, and maintain such a program within /20 days
after a subgrant application for federal assistance is approved or face loss of federal funds.
Reql.1ires signature of authorized official:
Type Nci'"j",e and Title:
Richard Barreto, Chief of Police
By: ~9~V~.
Date:
~1ay 11, 1998
SF"( /998 Subfrant ,Apoliation PKic4ge
EO Cerritfation L~twS
A=~ndlX N -Page 2 of)
Memorandum
Criminal Investigations Division
DATE:
May 13, 1998
TO:
Edward Byrne Memorial State and Local Assistance
FROM:
Richard Barreto,
Chief of Police
SUBJECT:
Signature Authority of Program Director
As Program Director for the Victims' Help Center Project, I am hereby designating that
signature authority be given to Sgt. Steve Jones, the Contact Person for this project. This
will insure that daily project business will be conducted in a timely manner. Both Sgt. Steve
Jones and myself designate our agreement with the affixing of our signatures below.
~~~
Richard Barreto,
Chief of Police
f IIl/ fT
Date
SFY 1998 Drug Control and System
Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
SECTION III
APPLICATION
REVIEW CHECKLIST
Drug Control and System Improvement Formula Grant Program
(Edvvard Byrne Memorial State and Local Assistance Program)
APPLICATION CHECKLIST
I. APPLICATION
If this is a continuation project, did you check "Yes" and enter State Project 10 Numcerforthe previous year!
Names and ,Addresses (SecJon A):
J...es I. Is the name of the Subgrant Recipient Chief E!ected Official (A I .) the name of the BCC Chair (for a county) or
the Mayor (for a city)? Is this the same person who signed the signature page for the Subgrant Recipient?
Yes 2. is the narn: of the Chief F:nancial Officer (1-,,2.) c<:l"ec:. i.e., is this t~e Cilier F:r,anc:al Officer rer the Subgr~ntee.
not the Implementing Agency7
~ 3. Is the name d the Implementing Agency Chief Exe-:utive Officer (A 3.) cor.ect (e.g.. the Sheriff ror a SheriIT's
Office, the Chief for a Police Department. 2tC,)? Is this the same peson who signed the signature page for the
Impiementing ,A.gency?
..::f.E:5 4. Does the person identified as Project Dir2ctor(A4.) work rort1E: Implementing Agency in A3,? If there is a
Contact Person other than the Project Director, did you enter the correct name, title, acdress, phone and fax
numbers in the applic.::.tion?
.Administrative Data (Section B):
Yes I. Dees the project title consist of 84 letters and spaces or less? Does the title dearly identitY the project (5,1,), ;,2.,
if it is a second-year DARE Project. it should reflect DARE II, third-year, DAAE III, etc,?
~ 2, Is the correct subgrant period entered?
Fiscal Data (Section C):
ks I.
Yes 2,
Yes 3.
Yes 4,
If payment is not remitted to the Chief Financial Officer (A2, in CI ., it can only be remitted to one of those
identified in A I .. 2.. or 4,; i,e" the Subgrant Recipient. Implementing Agency or the Project Direaor,
Is the method of payment. i,e,. monthly or quarterly, reflected in C2,?
Is the Subgrant Recipient's Feceral Employer Ic!ent1ic:ation Numeer (FeiD) reflected in C3.? Is this same number
reflected in the Subgrant Recipient block on the signature page?
Program Data (Section D):
If project generated income can be eamed from project activities, has "Yes' been checked in C5,?
Yes I.
Yes 2,
Yes 3.
Yes 4.
Is the problem to ce addressed clearly and briefly identified?
If this is a continuation project, did you briefly describe project ac-~vities to date and explain any gaps between
current and desired results?
Are requested resources (personnel, expenses, equipment. etc.) sufficient to address the identified problem.
Have you clearly identified how these resources will be used to address the problem?
Are proposed project activities (what), people to be served and service providers (who), methodology for
accomplishing the project (how), service/activity location(s) (where), proposed schedule(s) (when) and other
details included?
SF'!' I 998 SU{want kpliation PaOO~e
,4poliation Review Cheddist
Section /1/ - Page / of 5
Drug Control and System Improvement Formula Grant Program
(Edvvard Byrne Memorial State and Local Assistance Program)
-.lio. 5. If contractual services will be used to implement any part of the project, are proposed services described and
justified? Is there a discussion of why contracting for services is necessary to meet program needs and objectives?
-.lio. 6. If travel is necessary to achieve objectives, did you include a line item for travel included in the expenses budget
category?
Activities Implementation Sc~edule (Section 0 Continuation):
Yes 7. he key activities for implementing the proposed project listed?
Yes 8. he the dates fiiled in correctly?
Objectives & Performance Measures (Section E):
Yes I. Are the Uniform Program Performance Measures used in the application correct fer the federally authorize:::
purpose area for which federal funds are requested (Appendix V)? Have the required performance indicators
been inserted in the appropriate blank spaces?
Yes 2. he the numbers in the perform:ince indicators realistic? (Fer continuation projects, use data in current quarteriy
reports as a basis,)
-1!LA 3. Have self-gene~ted objectives specific to the project been induded? he these self-generated objecJves worded
to provide numerical (measurable) performance indicators?
Budget Narrative (Section F):
Yes I. If Salaries and Benefits are induced in the budget. are salary figures reasonable and consistent with agency or area
salaries paid for similar work?
Yes 2, Are Fringe BenefrlS identified and calculated correctly? Do calculations using identified percentages equal the
benefrts total?
.J:!LA 3,
If Overtime is a line item in the Salaries and Benerrts Category, is it s"..ated that the amount indudes both salary
and benefrts, salary and specified benerrts or salary only?
--tlI A4.
Is che net personnel increase s"..atement included in the Budget Narrative? (For the first year of a project, s"..ate
that the proposed positions are new and will result in a net personnel increase to the agency. For a continuation
project. s"..ate that this continues the net personnel increase established during the initial year of the grant
program,)
~ 5, Are job duties briefly describ€d for all requested positions?
Yes 6, Have services b€en identified and described?
....N.,L11. 7. If Contractual Services are service-based, is the unit of service defined, and the number of units and cost per unit
indicated?
NI A 8, If OPS personnel are induced in the Contractual Services Category, are job duties briefly described?
Yes 9, If funds are in the Expenses Category, are detailed line items eS"..ablished?
Y e ~ O. If trips are necessary to achieve program objectives, has a line item been established?
SFY /998 Su~t ADo/iartion Pa~e
ADoliC3t1on Review ChecJdist
Section III - Page 2 of 5
Drug Control and System Improvement Formula Grant Program
(Edward Byrne Memorial State and Local Assistance Program)
~$ I , If funds are in the OF€rating Capital Outlay Category, are line items in conformity with County or City Purchasing
Requirements (e.g., if a purchasing threshold is $500 per item, then only individual items costing $500 or more
would be placed in this categor/')?
Jl.LA2. Iffunds are identified in the Indirect Cost Categorl and the subgrantee is a s+...ate agency, toes this agency haOle
a currently approved (by a cognizant Federal agency) Indirec:: Cost Plan? Is it attached?
l!.L81 3. If fUnds are icentiiied in the Indirect Cost Categorl and t"e subgramee is a city or county, cces this agency ha'le
a current and approvec Indirect Cost Plan? Is it induded with the application? Is the cost correctly calculated on
the cost basis and approved rate in the plan?
Yes 14. Does the SL.;dget Narrative incJL.;ce a S"..aterrent :}-.a! ,he pur:~a.sjng ~etl-.,cc to te usee: :::n;orn-'s to exis-::ing jaws
and regulatjons? .
Yes 15. If special equipment will be pL.;rchased, coes ,he vert::a! narrative incJL.;ce a deSCription of equiqr.;e:.t a~c
justification for the necessity of this equipment to achieve project objectives.
Ye s/6. Does the Budget Narrative identift the specific source or matching funds for the project (e.g., bdge:ec general
revenues)? Is all match in the form of cash?
Ye S17. Are all mathematical calculations correct? Are all items placed in correct bL.;dge, catego~es? Does verbal narrative
information correspond with each category?
Budget Schedule (Section G):
Yes I. Is each Budget Narrative Category total c.orredly placed in the appropriate space on the Budget Schedule?
Yes 2, Is match calculated correctly? Are matching funds a minimum of 25 % (F€rcent) of the total budget amount?
Yes 3. Is the federal amount total the same amOL.:nt as t~e federal amount for this project in the 5 I % letters?
Yes 4, 00 all columns add across (Federal + Match = Total), as well as down (Federal column, Match column, Totals
column)?
Signature Page (Section I):
.:if;5 I. Are there two signature pages with original signatures by the Chief Elected Official identified in A I , and the
Implementing Agency Chief Executive Official identified in A3, of Face Page No. I,
Yes 2, If any signature does not match the F€rsons identified in A I . or A3. of Face Page No, I. has a Commission
Resolution or other Signature Authority Authorization trom the appropriate official for the signer( s) been included?
..li;.s 3. ,Are signature dates filled in? Is the City or County Federal Employer Identification Number (FEI D) filled in? Is this
the same number identified in C. I .?
Yes 4. Has this page been checked to be certain that there are no white-outs, cross-outs or typeovers?
II. SPECIAL CONDITIONS
Letters of Agreement:
Nj A /, Are Letters of Agreement (ApF€ndix I) from at least 5/ % (F€rcent) of local govemments representing at least
5 I % (percent) of the population indicating agreement on exp=nditure of the county's allocation in this application?
Each application must include a full set of letters, GPANTS CANNOT BE AWARDED WITHOUT
THESE LETTERS,
SFY 1998 SubJ!rant ApoliC3tion P3~e
ApoliCiition Rev;ew Cheddist
~ctjon III - Page J of 5
Drug Control and System Improvement Formula Grant Program
(Ed\NC1rd Byrne Memorial State and Local Assistance Program)
1iL.8 2. Are the letters in the required format (Appendix I), listing each application within the county with correct federal
amount? Is the amount identified for ti1is project the same as the federal amount on the Project Budget Schedule?
(Federal column total.)
l1.ilI 3. Is each letter signed by the Chief Elected Official (e.g., BCC Chairfor County, Mayer for each City)?
JiLP.. 4. Have reque~ed funds for all proposed subgrants in the county been totaled and is this equal to or less than the
total of all funds allocated to the county?
Equal Employment Opportunity:
Yes I. Is the Equal Employment Opportunity (EEO) Certification Letter (Aj:pencix IV) for the Subgrant Rec;pient
completed anc correctJy signed? If ~e Implementing Agency is a Sheriff's Office. Police Department or any other
criminal justice agency. is the EEO Certification Letter for the Criminal Justice Implementing Agency completed,
signed and at"2ched?
Yes 2. Has the EEO Plan been reviewed to be cer..ain that it meets requirements in the fec:eral Bureau of Justice
AssiS"<.ance (BJA) Seven Step Guide?
j!LA 3. If this project proposes to expend $500,000 or more, is a copy of the subgrantee EEO Program Plan andlor the
most recent update in this application package so the SCA can submit it for approval by t~e BJA?
Contracted Services:
.JJLA I, If contractual services are included, is a "boilerplate" contract attached for BCA review and approval? Does it
include Section H, Acceptance and Agreement. in full or by reference? (Required,)
Automated Data Processing (Computer) Equipment:
~ I, If computer equipment or software will be purchased. has an ADP Equipment Form (Appendix ,") been
completed, signed by an authorized signer and enclosed with the application?
ES 2. Is there a s"..atement or response to all items on the AOP Equipment Form?
t1LA 3. If software will ce developed, is an analysis of developing software as opposed to purchasing pre-packaged
software written and is this makelbuy analysis included with the AOP form? Does the analysis provide ample
justification to indicate the advantages of development over a pre-packaged purchase?
Sole Source Justification:
N/ A I, If equipment or services (induding AOP equipment and software) will be purchased from a sole source and the
amount is $100,000 or more, is a completed, signed Sole Source Justification Form (Appendix II) induced with
this application so that it can be submitted to the BJA for approval?
N/ A 2. Dces the Sole Source Ju~jfication form respond to all of the required items from the perspective of the County
or City subgrantee (not the proposed contractor)? Is the form signed by an authorized signer?
Task Force:
liLA I,
If this law enforcement application will use grant funds to implement a Task Force project, has information
describing Task Force agency membership. adminis"uative board. current S"<.aff and other details been included
in the Program Data?
SFY 1998 Subj;rant~P1iC3tion PacfG:Jf!e
~pliC3tion Review Checldist
Section III - Page 4 of 5
Drug Control and System Improvement Formula Grant Program
(Edvvard Byrne Memorial State and Local ksistance Program)
Confidential Funds:
JJJ..P.. I. If this law enforcement application indudes Confidential Funds as a line item in the Expenses Category, has the
Certification of Confidential Funds (Appendix VII) been signed by the appropriate authority and attached?
Community Oriented Policing:
1lL A I. If this law enforcen;ent application prOp::lses to u:.e subgrant funds to implement a Community Oriented Pclicing
project does the agency have an approved Community Oriented Policing Plan and does the Program Da':2.
section address how the proposed projea will implement this plan?
Crimina/Intelligence Systems:
~jl A I. If this law enforcement application will use grant funcs to implement (pL;rchase anclor ope;::.te) a c.-iminal
intelligence system, has the Crimina! Intelligence System Certification and Cnminal Imelligence System P.e'/iew
checklist been requested from the SCA. completed and at"...ached?
III. SPECIAL CONCCKNS
N/ A I. If the subgrantee has any current proje~i.S in progress. have all outs""...anding Special Conditions andlor Monitoring
Conditions been satisfied for these projects?
N/ A 2. If this application is for federal funds to continue a current subgrant projea, have all financial and program
performance requirements for this project been met (e,g., are the Quarterly Reports and Financial Claims up
to date?)?
~ 3. If the officials identified on the signature page will not conduct daiiy project business and wish to designate
signature authority to the Project Director or another agency employee to conduct the business of the grant. has
a letter designating signature authority been induded in the application package? Does this letter induce
signatures of both the person giving signature authority (who signed the agreement signature page) and the
recipient of this signature authority?
~s 4, Have all standard and special conditions identified in the Program Announcement and in subgrant application and
contract information been reviewed to assure that the proposal meets requirements?
~ s 5, Has Section H, Acceptance and Agreement. been included as part of the application?
.....Yss 6, Has this Application Review Checklist been completed and enclosed with the application?
--'fg,s 7. Are tvvo complete copies of the application with original signatures being submitted?
~s 8. Is the application being mailed so that it will arrive at the SeA no later than the apolication due date?
Is the application package being mailed to the current BCA address (e.g., 2555 Shumard Oak Boulevard,
Tallahassee, Florida 32399-21 OO)?
SFY /998 Subgrant~olication Pack2~e
~oIication Review Qleddist
Section III - Page 5 of 5